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Central Stores Procedures

Forms

Central Stores Policies

Function of Central Stores

The Central Warehouse Stores Department of Business Services is established for the purpose of stocking and issuing office supplies which are used by departments throughout the University. The Central Warehouse Stores was established to provide faster acquisition and delivery of items which are obtained from contracted or mandated sources. This reduces the cost of processing multiple orders and payments for each department. Items stocked will be procured in volume or on contract at an overall savings for both the department and the University. Central Warehouse Stores are the only permissible sources of supplies for the stocked items, because the purchases are made from contracts or mandated sources. These contracts bind Valdosta State University to purchase these specific items from the contracted or mandated sources. (APM, Sec. II, B2.6)

Restrictions on Use

Only those departments that have established an account in the Financial Services Office for operating supplies and expenses are provided with this service. Cash transactions are not permitted.

Adding Items to Central Stores Inventory

A range of office supplies are stocked and as demand warrants, other items are added to the inventory. Requests for new items to be stocked should be directed to the Central Warehouse Manager (2533) giving a full description and estimated annual usage.

Out of Stock and Non-Stock Situations

Items not stocked at the Central Warehouse Stores but available through the other State contract sources are to be purchased from those sources by using the Purchase Request Procedures or State Credit Card . Departments are to contact the Business Services Office (5702) to determine if the item is available from contract sources. If no contract exists for the item, then the department can order the item using one of the methods of purchasing, provided in the purchasing section.

If an item is normally stocked in the Central Warehouse Stores but is temporarily out of stock, then the reorder process for Central Warehouse Stores should have the item restocked within (7 - 14) days. Departments having an immediate need for a temporarily out-of-stock item are to contact the Business Services Office (5702), with adequate justification, for authority to purchase immediately from a local source.

Operating Policies

The following policies are required to operate the Central Warehouse Stores in a manner that will be of greatest service to all departments.

The Central Warehouse Stores personnel will adjust requested quantities when necessary to assure items are available. However, the Central Warehouse Stores are not to be used as a last resort to expend a large amount of year end funds. This policy will both allow items to be in stock for routine needs of all departments, and keep the total cost of the inventory at levels for efficient management.

If an unusually large quantity of an item is needed by a department, the department should contact the Central Warehouse Manager (2535) or by e-mail. Departments should not request more than six months supply of most items. This time period allows for the shelf life of items. It also allows for a more even stocking level so that items will be more readily available for all departments. If a department has a problem with an item, the defective products can be distinguished from the obsolete stock.

Deliveries from the Central Warehouse Stores will be to the room specified on the request. Delivery personnel are on a schedule so they cannot wait for items to be unpacked and counted. They cannot unpack, relocate, or put items into departmental storage. Departments are to notify the Central Warehouse Storekeeper (5958) of any shortages and/or damaged materials within (1) working day of receipt. (Review the Central Warehouse Procedures (CWP) paragraph Shortages and Damaged Goods).

Central Warehouse Stores, delivery personnel make daily route deliveries and will attempt to make all deliveries within two working days after receipt of a Central Stores Request. Items which are out-of-stock will be indicated on the delivery list. Departments will need to reorder indicated out-of-stock items after (7-14) days or call (5958) for availability.

The Division of Finance and Administration Vice President's Office (5710) will announce the annual deadline for submitting a Central Stores Request. Deadlines are announced so that the items will be charged to the current fiscal year.

Central Stores Procedures

Determining if an Item is Stocked

The current Central Stores Catalog is available online in .PDF format. Due to improvements in Desktop Ordering and E-Procurement, Central Stores has liquidated most of its inventory. You can find the Central Stores Catalog here: Stores Catalog

Routing the Request

If you are using the paper Service Request Form as a Central Stores Request, be sure the appropriate box indicating Central Stores Request is marked. Requests must be completed in accordance with current instructions. The first four copies of the Central Stores Request Form are to be submitted to Central Warehouse Stores for processing. The department retains the white copy for departmental files. The requesting department will acknowledge receipt of the material by signing the issue document provided at the time of delivery. The department will retain the second copy of the issue document for department records.

Out of Stock Items

Items which are out of stock will be deleted from the order. Status information for items not issued will be provided to the department on the issued document from the Central Warehouse Delivery Personnel. Out-of-stock items should be restocked in (7-14) days.

Delivery

Central Warehouse Delivery Personnel provide delivery service daily. Delivery services for the Central Warehouse Stores is designed to provide departments a quick, efficient, and economical means of obtaining small quantities of stocked items. All requests will be considered routine and processed in a routine manner. Departments with immediate needs may send a representative to the Central Warehouse with a signed request to pick up needed items. If a request is presented in this manner, at the Central Warehouse offices, with a signature of authorization, the requested items will be given to the individual. Central Warehouse personnel will not verify the authority of an individual to receive items for a department. Central Warehouse Stores procedure allows an individual located in the requesting department to sign for receipt of items unless instructed differently on the request form. Delivery personnel cannot be responsible for verifying the authority of an individual in a department to sign for receiving items. It will be accepted, if an individual is in the department and says they can sign for items. It is the responsibility of that department to control the situation.

All items issued from Central Stores will be delivered by the Central Warehouse Delivery personnel to the building and room indicated on the request. Individual orders will not be delivered to more than one location. Items will not be unpacked by the delivery person.

Charges

The completed request showing a department receipt signature will be used to determine charges to departments. Charges will be prepared around the 20th of each month. During charge out working days the Central Warehouse Stores will be Closed. If an item is needed during this time contact the Central Warehouse Manager (2535).

Shortages and Damaged Items

Replacement or credit will be issued for defective, missing, wrong or incomplete issued items when the requesting department notifies the Central Warehouse Storekeeper (5958) within (1) working day after receipt. The Central Stores Request Form number, VSU stock number, and quantity requested must be provided. Replacement of goods will be on the next delivery after notification is received. It is incumbent upon the person receiving the supplies to thoroughly check all items within 24 hours after receipt.

Defective Goods

Items that are found to be defective, problems not obvious at the initial inspection, within three months after receipt by the department will be credited to the department. To receive credit for the items, the department should send an e-mail to the Central Warehouse Manager with the request number, stock number, quantity, and identifying the problem. Defective items will be picked up during the next day delivery (when possible). Credit or Replacement of defective items may be issued if defective items aren't beyond 3 months from issued date and it is still the same fiscal year items were issued.

Returned ItemsIn most instances the department may return items to Central Stores for credit. The department should e-mail the Central Warehouse Manager with the request number that was used to order the item, the VSU Number for the item, the quantity to be returned, and a brief description of the item. The only limitations are:

The items to be returned can not be from a request that was delivered during the prior fiscal year.

The items must be in the original, undamaged and unused packaging.

Items should be returned within three months after the original request was delivered. This will allow the items to be resold before they become obsolete due to age.

The items will be picked up by the delivery personnel during the next delivery (when possible). Credit will be issued in the same manner used to charge the items.